Terms & Conditions of the University Residence Halls & Apartments License
2017 - 2018
I.
INTRODUCTION
A. Residence Halls
This License is binding for the full academic year, which includes both Fall and Spring semesters. For
those who choose to live in the Residence Halls, the license consists of Room & Board and is available
ONLY on a combined basis with the exception of those who reside in the University Apartments.
The Residence Hall License is extended to individual students for a space in an on-campus room for the
period of Friday August 25 2017 to Saturday May 19, 2018 at 11:00AM for all students. Students may
not occupy rooms during times when the residence halls are closed, except as noted in Section V.
B. University Apartments
The License is binding for the full academic year, which includes both Fall and Spring semesters (does not
include the summer). The Apartments License is extended to individual students for a space in University
Apartments (Empire Commons, Freedom Apartments or Liberty Terrace) for the following period:
Saturday August 26, 2017 at 9:00AM to Sunday May 20 2018 at 6:00PM.
Termination of License
DURING WINTER INTERSESSION (December & January ONLY): If residents wish to terminate their
license, they should refer to Section XIV of this license agreement. If your release is approved, there is a
$400 license termination fee for release from Empire Commons. This fee is waived if the University
approves a student for Study abroad or a University sponsored internship not in the local area. The
Department of Residential Life (DRL) and University Apartments does not guarantee license termination.
C. All Resident Students
The expectation of students living in residence at the University at Albany is that they will conduct
themselves in a manner that both respects and contributes to the cultivation of an academic living
environment. Students must abide by the policies and regulations set forth in the Terms and Conditions of
the University Apartments & Residence Halls License as well as by the University’s Community Rights &
Responsibilities. Please see section IX of this License for further details.
The On-Campus Residence Requirement
All students with an admission classification of freshman as recorded on the Integrated Administrative
System are required to live in on-campus residence facilities for their first two years at the University.
Transfer students are exempt from this requirement.
Additional exemptions for the following reasons will be reviewed upon receipt of a formal application
requesting a release from housing, available at http://www.albany.edu/housing, accompanied by official,
third party documentation. The following reasons will be considered:
1.
2.
3.
4.
Student is married
Student is 21 years of age or over
Student is a veteran
Student/dependent lives with parent/guardian at their permanent address within 50 mile radius of
the Albany campus
5. Medical reason (see section VII B)
6. Demonstrated financial hardship and resides within 50 miles of the Albany campus
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Any Student who is not exempt from the on-campus residency requirement will be billed the full housing
charge at their current occupancy rate of 16-weeks from the time they leave housing to the remainder of
the semester, if they choose to leave and walk-out of their contract without the appropriate approval.
Students are advised that their License is binding for the duration stipulated herein. Withdrawals from
residence for any reason, resulting in the breach of this license agreement, will result in financial penalties
incurred by the student. Students should familiarize themselves with sections XIII (Payments) & XIV
(Refunds and Billing Adjustments) of this License.
* Section XV of this agreement outlines the appropriate procedures for applying for releases from
residence, and the circumstances under which students may be granted such releases. Penalties
may still apply for breach of this license in any way.
II.
ELIGIBILITY
The offer of on-campus housing accommodations is extended to registered, matriculated students.
Preference for residence in University housing will be given to full-time degree candidates, however parttime status does not terminate this agreement. Only registered students who have completed a Housing
Application, acknowledged receipt of the Terms and Conditions of the Housing License, signed a
Room/Apartment Condition Form, and been assigned to a space are permitted to reside in the University at
Albany residence halls or apartments. Non-matriculated, continuing studies, and General Studies students
will be considered for housing only if space is available and only after all traditional matriculated University
at Albany students have been housed, and with approval from the Director of Residential Life.
Consideration should be requested by emailing Residential Life at [email protected]. Persons not
registered for courses at the University at Albany are not permitted to live on campus. Students who are
under seventeen (17) years of age by the first day of classes in their first semester must have
parental authorization indicating understanding of, and agreement with, the terms and conditions of
the License.
III.
ROOM ASSIGNMENTS
A. Residence Halls
All students may apply to reside in University Residence Halls; however, the University is not required to
house all students. The University reserves the right to increase the occupancy of a room beyond design
capacity at a reduced room rate for all students in that room, and to change the occupancy of an increased
room to normal at any time. Increased occupancy rooms may include bunk beds. The assigned students
select beds, on a first-come first-served basis, during check-in.
Room & Board Rate Adjustments
The University reserves the right to adjust room and board rates at any time if warranted by State budget
conditions, unforeseen cost increases, or occupancy losses. Room rates are subject to approval by the
State University of New York System Administration.
B. University Apartments
Only University at Albany students who are juniors, seniors, graduate students, or 21 years of age may
apply to reside in University Apartments. Class status is based on the 2017 - 2018 academic year. The
DRL may allow students of sophomore status to live on Freedom at its sole discretion.
C. Gender Inclusive Housing
Recognizing that single-gender housing may not be appropriate or comfortable for all students, Residential
Life offers a limited number of rooms as Gender Inclusive Housing in both the residence halls and
apartments on a space available basis. Students signing up for these areas will be permitted to have
roommates and suitemates from across the gender spectrum. Gender Inclusive Housing will allow for an
environment where student housing is not restricted by traditional limitations presented by our current
system that is based on the gender binary. We believe that it is important that our housing policies evolve
to meet the needs of all students and to create an inclusive, welcoming environment. Continuing students
may elect Gender Inclusive Housing during Housing Sign Up. New students entering the University should
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contact the Department’s LGBTQ liaison, Karla Jaime-Benitez, at 518-442-5875 or [email protected].
D. New Students
Freshman, Transfer and Readmitted students will have the opportunity to state preferences on the Housing
Application Form. Stated preferences will be honored where possible, but are not guaranteed. New student
housing assignments are made based upon the date of receipt of the completed Housing Application Form
and Housing Deposit.
E. Room Changes
Based on availability, request for room changes may be honored as soon as rooms become available for
both the Fall 2017 and Spring 2018 semesters.
Students may not occupy two spaces concurrently. Therefore, you must check out completely from
your old space prior to moving into your newly assigned room. For all room changes at the end of the Fall
semester students must check out of their current location prior to departing for intersession. If you are
granted a room change and do not check out prior to intersession, you will forfeit your new assignment. If
your new assignment is available, you may move into the new location before intersession, otherwise you
will need to bring all of your belongings home and/or store them during the intersession.
IV.
ARRIVAL PROCEDURES
Students may not occupy or deliver items to their rooms or apartments prior to the official opening date of
the Residence Halls & Apartments, i.e. Friday August 25, 2017 for all new freshmen students, and Friday,
January 19, 2018 for Spring semester. Students whose presence on campus is required by an office,
department, or organization to assist with the opening of the University may be granted permission to arrive
early. Requests for early arrival of a student who has responsibilities as it relates to the opening of the
University must be made in writing to the DRL, by the appropriate office, department or organization. Upon
arrival, ALL students must report to their assigned living area and check in at their Quad Information Center
or respective University Apartments Office.
A. Fall Semester Check-in
Students entering University Residence Halls and Apartments for the Fall 2017 semester may check in
during regular business hours (9:00AM – 5:00PM) on Friday August 26, 2017 for all new freshmen and
transfer students, and Saturday August 26, 2017 for all returning students. Rooms will be held for
assigned students only through Monday August 28, 2017 unless prior arrangements are made with the
DRL. Students who have not checked in by that time may have their rooms reassigned to other students.

After Check-in, all residential students must go on-line to complete your Electronic Room Condition
Report (ERCR) to document any room/suite damages within 48-hours to avoid any damage related
charges
o
https://housingsignup.albany.edu/ResCenter/Home/HomePage.aspx
B. Spring Semester Check-in
Newly admitted students entering residence halls for the Spring 2018 semester may check in between the
hours of 9:00AM - 5:00PM on Friday January 19, 2018. Continuing students may check in beginning
Saturday, January 20, 2018 at 9:00AM. Rooms will be held for assigned students only through Friday
January 26, 2018 unless prior arrangements are made with the DRL. Students who have not checked in
by that time may have their rooms reassigned to other students.
*Please note, "early arrivals" will not be accommodated for the Spring semester.
C. Summer School Check-in (University Apartments ONLY)
Students who lived on University Apartments the immediate prior Spring semester or who will live on
University Apartments during the upcoming Fall semester may live on Empire Commons for the duration of
the summer school session(s). Students will be required to fill out a summer school application and
provide documentation that they are registered for the session(s) for which they are requesting housing.
Students who are approved to reside on Empire Commons during a summer session(s) may check –in at
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the Empire Commons Community Building office one day prior to the start of their registered summer
session. All room fees will be added to the student’s University account. Meal plans are not required for
any student residing on the University Apartments during a summer session(s). All others will need to seek
Summer School housing in the Residence Halls.
V.
VACATION PERIODS
A. Residence Halls
Recess periods for the 2017 - 2018 academic year are: Thanksgiving, Winter Intersession, and Spring
Recess. For Thanksgiving, the residence halls will close Wednesday November 22, 2017 at 11:00AM,
and re-open Sunday November 26, 2017, at 11:00AM. For Winter Intersession, the residence halls close
Wednesday December 20, 2017 at 11:00AM, and will re-open Saturday January 20, 2018 at 9:00AM.
For Spring Recess, residence halls will close Friday March 9, 2018 at 6:00PM, and will re-open Sunday
March 18, 2018, at 11:00AM. Any student who has a University class on Saturday March 19 can make
special arrangements with Residential Life. Students will not be able to gain access to their rooms during
recess periods. Students MUST VACATE, except for students residing in approved Recess Housing
areas. When the University begins a recess, all students must vacate their rooms no later than 24-hours
after their last class or examination. Students may leave their personal items in their rooms at their own
risk. Students with legitimate reasons may request to stay in the residence hall(s) designated for recess
housing use. They may do so through filing a Recess Housing Application, which will be advertised via the
DRL’s website at www.albany.edu/housing and available on the quads. Students will be notified of the
status of this application and specific procedures for remaining over break. All buildings other than those
specifically designated for recess use will be closed. Mail will NOT be forwarded during vacation periods.
There is no extra charge for staying in recess housing, except for a refundable key deposit for those
students housed in a bunkroom during recess. Please note there will be no meals available during any
recess period.
B. University Apartments
Empire Commons, Liberty Terrace, and Freedom Apartments: These areas remain open during semester
breaks, as well as during the Winter Intersession. All rules and regulations stated in the Community Rights
and Responsibilities and the Residence Halls & Apartments License will remain in effect. During most
breaks all offices and wellness centers will be closed or have limited hours. However, Residential Life staff
will be available in the event of an emergency.
VI.
CHECK OUT
A. Residence Halls
Residence Halls close to all students Friday, May 18, 2018 at 11:00AM except for those students
approved for participation in Commencement on Sunday May 20, 2018. Graduates must check out on
Sunday May 20, 2018 by 6:00PM.
Students approved to release from the Residence Halls must do so by Wednesday December 20, 2017.
Students who fail to checkout by Wednesday December 20, 2017, will incur weekly charges.
B. University Apartments
University Apartments close on Sunday May 20, 2018 at 6:00PM. University Apartments Summer School
residents must checkout within 24-hours of their last summer school final.
C. All Resident Students
When leaving residence permanently, or changing rooms at any time of the year, all students must
complete the following procedures in order for their room to be considered vacated:
1. Remove all personal belongings.
2. Remove all trash and unwanted materials and leave the room/suite clean.
3. Return all issued residence and mailbox keys and complete appropriate forms.
4. Complete forwarding address information.
Once a student officially checks out of their room (i.e.: returns issued keys and completes all necessary
paperwork), they confirm that all personal items of worth have been removed thereby releasing the
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University from all liability for damage or loss of any personal items left behind. (This may also include an
incomplete checkout where students do not return their keys and leave the University without notifying the
DRL).
**Failure to comply with the above procedures may result in a student being charged a room
damage/cleaning fee.
**Failure to return keys may results in key replacement fees.
VII.
MEDICAL ACCESSIBLE HOUSING NEEDS
A. Policy Regarding Special Housing Requests
Special housing requests include:
1. Exemption from the requirement of on campus residency for the freshman/Sophomore year of
undergraduate study.
2.
Medical Singles
In the event a student feels they have a medical condition that warrants a change in their housing situation,
the request is forwarded to the UAlbany Medical Director.
The decision to grant such a request is based on the medical necessity of the student’s diagnosed
condition.
In order for a fair decision to be reached, based on true medical need, the student will need to do the
following:
1. Make the request to the Residential Life Department.
2. Provide the Medical Director with a typed letter from the student’s treating physician, which
includes:
a. The diagnosis.
b. Current treatment.
c. Length of treatment of condition by the physician providing the letter.
d. Anticipated benefit of housing change, with reference to particular aspects of the current
housing that prevents these benefits.
e. Specific aspects of the requested housing, which are deemed necessary in order to avoid
medical complications related to the diagnosed condition.
Policy Requirements for Official Medical Release From Housing
Medical Single
A student recommended for a Medical Single by the University Medical Director will be placed in a
designated occupancy single room based upon available space.
Accessible Condition
A student with a disability recommended for Accessible Housing will be assigned to a designed accessible
room/suite or to a designed accessible apartment on University Apartments, if qualified (see section XVIII).
B. Endangerment or Disruptive Conduct
Acting to create or contribute to dangerous or unsafe environments anywhere on or off-campus. Reckless
or intentional acts that endanger, or put at risk, the welfare of oneself or others. Threatening conduct that is
unreasonable in the area, time, or manner in which it occurs. This behavior includes, but is not limited to, a
suicide threat (verbally and/or in writing, including social media), plans or preparation for suicide, or
deliberately causing serious injury to self. Students residing in the residence halls/ university apartments,
who display suicidal behavior will be required to participate in CARE Net (Consultation and Resource
Evaluation), a joint program of the University Counseling and Psychological Services Center (CAPS) and
the Department of Residential Life. Refusal to participate or work towards the successful completion of
CARE Net may result in a conduct referral.
VIII.
BOARD (MEAL PLAN) REQUIREMENTS
A. Traditional Residence Hall
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Students living in traditional residence halls (i.e., Alumni, Colonial, Dutch, Indian and State Quads) are
required to have a meal plan. A designated meal plan is automatically assigned to students based on class
year. Meal plan requirements and options can be viewed online at https://ualbanydining.com/diningplans/index.html.
A traditional residence hall student may change his/her automatically assigned meal plan (as allowed per
class year) through the tenth business day of the semester via his/her MyUAlbany account.
B. University Apartments
Students residing in the University Apartments are not required to purchase a meal plan, but can add a
meal plan at any time during the academic year. Meal plan options and details are available online at
https://ualbanydining.com/dining-plans/index.html.
C. Meal Plan Activation
Meal plans are activated when residence halls open for occupancy and end when halls close. However,
during times when the all-you-care-to-eat quad dining rooms are closed but the residence halls are open,
all declining balance tenders can be used in retail locations, as available.
The all-you-care-to-eat dining rooms are not open when the University is not in session, which includes
Thanksgiving, intersession, winter and spring breaks. However, all declining balance tenders may be used
at campus retail locations, as available. Quad and retail dining hours of operation may change during
University vacations, holidays, or in emergency situations. Please check the University Auxiliary Services
at Albany (UAS) website for the most up-to-date information (www.albany.edu/uas)
D. Food Allergy and Special Diet Accommodations
Nutrition resources and accommodations are available for students with food allergies,
medical/psychological conditions or special dietary preferences. More information can be found at the
UAlbany Dining website (https://ualbanydining.com/health/index.html).
IX. RULES & REGULATIONS
The following rules and regulations are applicable to all residence halls. In addition, University rules and
expectations included in Community Rights & Responsibilities not reproduced here also apply. Failure to
act in accordance with these rules, regulations and expectations may result in University disciplinary action
and/or in civil criminal action and/or financial liability. Possession or use of prohibited items may result in
their removal by University officials. Residents of suites/rooms where a health/safety hazard exists shall be
required by staff to remove the hazard immediately.
A. Residence Halls & University Apartments Regulations
1. Respect for individuals and groups. Individuals are expected to maintain respect for individual and
group rights and responsibilities as stated in this License and in the University Community Rights &
Responsibilities.
2. Host Responsibility. Student hosts assume responsibility for the behavior and activities of their
guest(s). Guests are subject to the same rules, regulations and expectations as their host, and the
host has responsibility for informing the guest of the rules, regulations and expectations in
advance. In addition to any disciplinary action taken against the host, the University reserves the
right to require the immediate departure of any guest where violations of University regulations or
individual or group rights have occurred.
University Apartments/Residential Halls
Residents are not allowed to host parties or large gatherings in their apartment/quad suite at any
time. Gatherings of any size seen as disruptive to the community or as a health hazard will be
dispersed; regardless of gathering size
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3. Alcohol. All bulk containers are strictly prohibited. Individuals are expected to abide by all state
laws and University policies governing the use of alcohol. Please refer to the University Community
Rights & Responsibilities for detailed policy. Alcohol is strictly prohibited on Indian and State
Quads, regardless of residents’ age.
In addition to the above statement, residents found with items used for binge drinking (i.e.
beer/water pong tables, funnels, kegs, etc.) will be required to carry said item(s) to their respective
Quad Information Center or University Apartments Office. The item(s) will remain in the property of
Residential Life staff until the end of the academic year or until a time when the owner can
permanently remove the item(s) from campus. At the end of each academic year (24 hours after
closing), all such items will be disposed of if the owner does not collect them.
4. Overnight guests. Overnight guests may be housed, provided the guest is housed in a
suite/bedroom and that the student host has complied with the guest registration policy/application,
which is available in the Quad Information Center/Empire Commons Community building and is
required of all guests. All guests must be registered with the Information Center before 11:00PM
the night of their stay. Residents are allowed a MAXIMUM of two guests per bedroom at any
given time.
5. No University resident is allowed to house a guest(s) for more than 72 hours in a 30-day span.
A guest(s) must be registered through your respective apartment complex/quad office, as well
as with your roommates and/or apartment-mates.
In addition to the statement above, residents found in violation of the overnight guest policy will
need to remove their guest(s) immediately. However guests found in violation of the rules,
regulations or policies of the University, will be required to leave immediately. Further violations of
the guest policy may result in the revocation of the host’s residence license.
6. Quiet Hours and Courtesy Hours.
Residence Halls
Formal Quiet hours are Sunday thru Thursday 9:00PM - 7:00AM, Friday thru Saturday 2:00AM
- 7:00AM on weekends. During the final examination period, beginning the night of reading day
and extending daily through the last examination, formal quiet hours are in effect 24 hours a day.
Formal Quiet Hours are defined as a time during which all sound must be contained within a
room/suite. Courtesy Hours exist 24 hours every day, therefore are always in effect and are defined
as a time in which general consideration for others is maintained.
University Apartments
Residents of University Apartments (Empire Commons, Freedom Apartments and Liberty Terrace)
and their guests are required to be respectful of their neighbors and keep noise at a
minimum. Noise must be confined within the parameters of their apartment. Residents and guests
must also keep all noise to a minimum in building hallways and outside on the grounds. Neither
residents nor their guests may play loud music or have loud gatherings in any apartment or on the
grounds of University Apartments. Residents and their guests must abide by this policy at all times.
7. Fire Safety. All residents must evacuate the building when a fire alarm sounds. Failure to
cooperate or to evacuate during a fire alarm; causing of a false fire alarm; inappropriate behavior
which results in the activation of a fire alarm; interfering with the proper functioning of a fire alarm
system; tampering with, damaging or removing fire hoses, extinguishers, exit lights, heat/smoke
sensors, extinguisher boxes or alarm covers, or any other fire safety apparatus is strictly prohibited.
The use of any open-flamed devices such as candles, sternos; incense and kerosene lamps is
prohibited, hotplates, toaster ovens, standalone microwaves. The following are also prohibited:
natural trees, wreaths, paneling, wallpaper or similar coverings, open-element, electric, or liquidfueled (kerosene, propane, gas) space heaters, and hazardous trash accumulation. Please see
Environmental Health and Safety’s fire safety information.
8. Dangerous Objects. The possession or use of firecrackers, explosives, dangerous chemicals,
flammable liquids, charcoal lighter fluid, items that constitute a fire hazard, firearms or other
weapons, ammunition, knives, chukka sticks and other dangerous objects or chemicals is
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prohibited. Use and storage of helium and propane tanks in rooms, suites and lounges is
prohibited.
9. Kitchen Use/Cooking.
Residence Halls
Cooking is permitted only in residence hall kitchenette areas. Minimal snack preparation is
permitted in student rooms (see number 9 below). Any open flame cooking equipment, including
charcoal barbecue grills, and hibachis are prohibited from the quadrangle grounds.
University Apartments
Cooking is permitted in University Apartments. If you choose to cook outside within the common
areas on the grounds of University Apartments, the use of charcoal burners and other open-flame
cooking devices shall not be operated within 30 feet of the buildings. Residents are responsible for
themselves and their guests in ensuring any outside gathering results in an expeditious and
complete cleanup of the area. It is imperative that individuals take every safety precaution when
disposing of used charcoal. Once the charcoal is finished being used, allow it to sit in the grill for at
least 24-hours before placing it in the dumpster. Individuals using outdoor space must refrain from
drinking alcoholic beverages outdoors, regardless of age. All cooking in kitchen facilities must be
attended to at all times. Any student who causes a fire or triggers a fire alarm through negligent use
of kitchen facilities will be referred to for disciplinary action. They will also be held financially
responsible for any related damages resulting from negligence while cooking.
10. Appliances.
Residence Halls
Air conditioners, ceiling fans, microwave ovens (with the exception of micro-fridge) and all other
cooking appliances that have and open element or flame are prohibited. For snack preparation, the
following appliances, UL Approved ONLY, are permitted: pop-up toaster, closed element popcorn
popper, thermostatically controlled hot pots and rice cookers, and percolator/coffeemaker.
University Apartments
Students are expected to use appliances furnished in their apartment in the appropriate manner.
The student takes full responsibility for the appliances’ use and functioning during the course of
their stay. Misuse, damage, and/or injury incurred by or caused by the student are the sole
responsibility of the student. The student will incur appropriate charges for maintenance and
upkeep as a result of damage caused by misuse or negligence.
Empire Commons and Liberty Terrace apartments are equipped with microwaves. Freedom
Apartments residents may possess a microwave oven; however, Freedom Apartments are not
equipped with one.
11. Refrigerators.
Residence Halls
Mini Refrigerators:
Students are permitted to have a refrigerator in their room/suite. The refrigerator may be studentprovided, in which case it must be in good working condition, capacity of 6 cubic feet or less,
electrical requirements and use rated at 110 volts, 1.75 amperes or below, and UL approved; or, it
may be a leased unit meeting the same requirements.
Microwave:
The only microwave allowed in the residence hall rooms is via the current approved vendor for a
refrigerator/microwave/freezer combo. For more information, go online to
http://www.albany.edu/uas/other-services.php.
University Apartments
All apartments come equipped with a full size refrigerator.
12. Electronic Equipment. Television aerials/antennas, masts and other radio-transmitting/receiving
equipment are prohibited. Student-provided wireless access points and networking routers are
strictly prohibited in all University residence. Students are expected to be familiar with and abide by
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all University Information Technology policies including, but not limited to, Responsible Use of
Information Technology and Connecting Devices to the University Network. For all applicable
University IT policies, visit http://www.albany.edu/its/
13. Pets. Pets, other than tropical fish in a 5 gallon or less tank, are prohibited.
14. Upholstered Furniture. New York State Fire regulations specifically prohibit furniture that does not
meet the flammability requirements of California Technical Bulletin 133 (CAL 133). This is a very
high standard to meet to ensure fire safety in large, institutional environments; cushioned or
upholstered furniture available at most retail stores will not meet the standard. Any cushioned or
upholstered furniture that is not labeled CAL 133 is prohibited.
15. Room decorations. Combustible materials such as posters, pictures, etc., shall be limited to 20%
of available wall space in each room. No combustible material shall be allowed on ceilings or on
the inside of any door. Fabrics, including sheets, fishnet, tapestry, etc., used as decorations are
prohibited. Ceiling decorations of all types are prohibited. Curtains must be flame resistant (per
NFPA 701) as should any upholstered furniture (labeled CAL 133).
16. Windows. Throwing, hanging anything out windows is prohibited.
17. Ceilings. Ceilings may not be disturbed in anyway. This means you may not attach any items to
the ceiling (such as stickers, nails, hooks, bottle caps, etc.), or bounce balls off them. The ceilings
in some Residence Hall rooms contain a low percentage of chrysotile asbestos.
18. Screens. Removal of existing window screens is prohibited.
19. Recreation/other activity.
Residence Halls
Recreational activity within the courtyard of the Quadrangles is governed by the Department of
Residential Life. Activities potentially injurious to individuals, facilities or grounds are prohibited in
common areas, including lounges and hallways.
Special Function Forms are required for all use of space for formal and informal activities, as well
as for approved solicitations. These forms must be completed in the Quad Information Center and
approved by the Assistant Director for that facility.
University Apartments
Recreational activity within and around Empire Commons, Freedom Apartments and Liberty
Terrace are governed by the Department of Residential Life, University Apartments, and the
prescribed guidelines regarding use of the Empire Commons Community Building or Liberty
Terrace Community Area. Activities that could be injurious to individuals, facilities or grounds are
prohibited in common areas, including hallways, stairwells, and grounds.
Reservation Requests are required for all use of common space for formal and informal activities
within and around Empire Commons, Liberty Terrace, and Freedom Apartments. Requests must be
submitted to the University Apartments Office for approval ten days prior to the date of the proposed
event and/or activity. Charges may apply. Failure to comply with this regulation may result in judicial
sanctions.
Additionally, failure to follow the posted rules and regulations or verbal directives of Residential Life
staff or staff hired to work in the Empire Commons or Liberty Terrace gym, may result in judicial
sanctions and/or revocation of one’s gym privileges.
20. Solicitations.
Residence Halls
Solicitations and sales by residents and others are limited to those activities authorized by the
designated campus authority and are limited to those approved by the DRL. Use of a mail services
mailbox is strictly for personal use only, not for business purposes. Door to door sales or “dorm
storming” are strictly prohibited with the exception of those actives approved by the DRL.
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University Apartments
Solicitations and sales by residents and others are prohibited within apartment buildings.
Solicitations within the Empire Commons Community Building are limited to those approved by the
Department of Residential Life, University Apartments. Use of a mail services mailbox is strictly for
personal use only, not for business purposes.
21. Subletting/Renting. Students shall not assign or sublet this License to any part of the premises.
Subletting includes short-term or temporary rental arrangements including, but not limited to, those
offered through peer-to-peer accommodation services such as Airbnb, Craigslist, or Couchsurfing.
Assigning or subletting may result in discipline and/or License revocation without compensation.
22. Tunnel Area. Entering quad tunnel areas is prohibited unless specific permission is granted by the
Department of Residential Life.
23. Vehicles. Storage of motorcycles or mopeds in buildings is prohibited.
24. Smoking. State law prohibits smoking in all public areas including lobbies, hallways and lounges.
SMOKE FREE RESIDENCE HALLS & APARTMENTS
In recognition that the exposure to second hand smoke is a significant health concern, the
University at Albany Residence Halls and University Apartments are entirely smoke free.
This means that you may not smoke inside any residential structure including your
bedroom and/or suite area. This includes smoking of any kind including tobacco products,
e-cigarettes, vaporizers, drugs, etc. In addition, you may not smoke within 30 feet of any
residence or office building on campus.
25. Building Entrances. Propping open any building access/entrance door is strictly prohibited.
26. Recycling. Students are required to utilize suite/room issued recycling bins for recyclable materials.
Students will be billed for lost, stolen, or damaged bins.
27. Cinder Blocks/Bricks. Cinder blocks or bricks of any composition are prohibited in all University
Residence Halls & Apartments.
28. Halogen Lamps. Halogen lamps/bulbs are prohibited in all University Residence Halls &
Apartments for health and safety reasons.
29. Lofting/Bunking of Beds. Lofting or bunking of beds must be completed by submitting a repair
request to the Quad Information Center. Any bed with the above configuration must be done by
Facilities staff and are required to have a safety rail installed. Not all University beds will be able to
be lofted or bunked. Only University supplied loft configurations are acceptable. Waterbeds are
prohibited.
B. Excerpts From Community Rights & Responsibilities Governing The Use Of Alcohol
1. The University at Albany adheres to and enforces all federal, state and local legislation concerning
alcohol. Violations of the Alcohol Policy will be addressed as prescribed by federal, state and local
laws, by University policies, and by regulations described in Community Rights & Responsibilities.
2. Under New York law, only persons twenty-one (21) years of age or older are legally entitled to
purchase, be sold, given, or served alcohol. A person under 21 years of age may not possess or
consume alcoholic beverages at any time on the University campus.
3. Under New York law, persons under the age of 21 are prohibited from possessing any alcoholic
beverages with intent to consume the beverage. Violators are subject to a fine up to $50.00 per
offense. Authorized law enforcement personnel may seize alcoholic beverages involved in alleged
violations of this law.
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4. New York law further provides that any person, other than a parent or guardian, who purchases
alcohol for or gives alcohol to anyone under 21 years of age, is guilty of a misdemeanor.
5. Under New York law, anyone under 21 years of age who uses fraudulent proof of age to obtain
alcohol is guilty of a misdemeanor. This violation is punishable by a fine of up to $100.00 and a
community service requirement of up to thirty (30) hours.
6. A substantial part of the University at Albany is in the City of Albany and is subject to its open
container law. Thus, no open container of an alcoholic beverage is permitted in the residence halls
or the surrounding University grounds.
7. Under New York law, a person under the age of 21 who presents an altered New York State
driver's license for the purpose of illegally purchasing an alcoholic beverage may be subject to a
suspension of that driver's license for up to ninety (90) days and may also be required to apply to
the Department of Motor Vehicles for a restricted use driver's license following the suspension.
Driving under the influence of alcohol on University property is prohibited and violators will be
subject to arrest.
8. The Vice President for Student Affairs is responsible for implementing and interpreting the alcohol
use policy.
Further information about the campus policy governing the use of alcohol and the complete
Community Rights & Responsibilities document is available at
http://www.albany.edu/studentconduct/introduction.shtml.
C. Campus Policy Governing Use of Alcohol in Residence Halls
All University at Albany students who live in residence and their visitors/guests are subject to New York
State Law and the University at Albany’s policy regarding possession and consumption of alcohol, as well
as specific policies governing the Residence Halls. Please note that individuals disciplinarily suspended or
dismissed from the University forfeit tuition and fees as well as the semester room and board charges in
which the disciplinary action occurred, and shall not receive academic credit for the semester in which the
suspension or dismissal occurred.
1. Definition of Residence Hall/University Apartment Areas. Residence Halls are defined as the
quadrangles and the University Apartment complexes, including outdoor areas. The boundaries of
Indian, State, Colonial and Dutch Quadrangles are defined by the first paved roadway or sidewalk
adjacent to the quadrangle. Indian and Dutch Quadrangles include the playing fields adjacent to
the west and east respectively with regard to the application of this policy. The exterior city
sidewalks surrounding the quad define the boundaries of Alumni Quadrangle. The entrance road to
the complex from Tricentennial Drive defines the boundaries of Freedom Apartments. The
University roadways surrounding the complex define the boundaries of Empire Commons.
2. Alcohol Policy in Freshmen Designated Residence Halls. Alcoholic beverages are never
permitted in freshman residence halls. This includes all residential buildings on Indian Quad
and State Quad, or any other Quad with designated first year student populations. Visitors or
guests of students residing in these areas are not permitted to possess or consume alcohol in
these areas regardless of whether they are of legal drinking age. These areas are designated
as alcohol free. Alcohol containers, including empty liquor bottles, wine bottles and/or beer
cans are prohibited.
3. Alcohol Policy for Students Under 21 Years of Age Living in Non-Freshmen Areas. A person
under 21 years of age may not possess or consume alcoholic beverages at any time on the
University at Albany campus. No possession or consumption of alcohol is permitted by any student
or guest in private residence rooms where all the assigned residents are under 21 years of age.
This includes empty alcohol containers/bottles. Visitors or guests of students under 21 years of age
are not permitted to possess or consume alcohol in the suite or bedroom of an underage student
regardless of whether they are of legal drinking age. Alcohol containers, including empty liquor
bottles, wine bottles and/or beer cans are prohibited.
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4. Alcohol Policy for Students Over 21 Years of Age Living in Non-Freshmen Areas. The following
regulations regarding alcohol use apply to students and visitors/guests in the non-freshmen areas
who are 21 years of age or older: No individual student may possess more than 12, 12 oz.
bottles/cans of beer (or the equivalent), or one liter of hard liquor or wine at one time in their
assigned residence room/apartment. Guests or visitors are prohibited from bringing alcohol for
consumption or distribution into any residence hall room/apartment. Binge drinking is strictly
prohibited. Individuals of legal drinking age may not provide alcohol to underage roommates,
suitemates, visitors or guests. Drinking games (e.g. beer pong) and other activities that promote
the irresponsible use of alcohol are prohibited. This includes the use of alcohol paraphernalia such
as funnels and ice luges. Kegs and beer balls, whether empty or full, tapped or untapped, are
prohibited. Spiked punch and Jell-O shots containing alcohol, regardless of alcohol content, are
also prohibited. Behavior that encourages or contributes to excessive alcohol consumption by
another student is prohibited. Carrying open containers of alcoholic beverages or consuming them
in any public area of the campus is prohibited. This includes movement between residence hall
rooms or apartments with an alcoholic beverage.
o Students who are above the age of 21, living with underage students must keep alcohol on their
side of the room and it cannot be visible to the underage roommate(s).
5. Compliance with all requests by University officials, including Residential Life staff or University
Police, for proof of 21-year-old status is required. If there is reasonable suspicion to believe that
alcohol might be in squeeze bottles, cups or other such containers, University staff reserve the right
to approach students and hold individuals accountable under the provisions of this policy.
Possession, consumption, and storage of alcohol are prohibited in all public areas, e.g. lounges,
hallways, stairwells, common bathrooms, or outdoor areas. Driving on University property while
under the influence of alcohol is strictly prohibited and will result in arrest, loss of driving privileges
on campus, and possible suspension or expulsion from the University.
6. The Incident-Sanction Protocol for Alcohol & Other Drug Violations. The sanctions specified in the
University’s Community Rights & Responsibilities are the minimal expectations applied by staff in
most student conduct cases involving alcohol and other drugs. The University’s response is not
restricted to those sanctions listed in the protocol. Students are advised that illegal possession
and/or use of alcohol and other drugs are strictly prohibited at the University.
X. RESPONSIBILITY FOR ROOM USE
Each resident must complete and sign an Electronic Room or Apartment Condition Report provided by the
residence hall staff within 24 hours of occupying any room, including room changes. A link to this form will
be provided at check-in/or room change and is the basis for assessment of any damage and/or loss
attributable to the resident at the termination of occupancy. Failure to electronically complete the form
results in the student’s assumption of responsibility for any damage evident in the room.
Where two or more students occupy the same room or suite and where determination of specific
responsibility for the damages or losses has not occurred, an assessment will be made against both or all
equally. Charges will reflect actual cost as determined by Physical Plant for any billing. A list of items most
commonly billed and the cost is available upon request. If payment is not made, a hold will be placed on
the student’s University records.
A. Assessment of Room Damage Charges
Students responsible for damage or losses will be billed by the DRL for cost of repair and/or replacement of
University property.
B. Common Area Damage Assessment
An attempt will be made to identify students responsible for loss or damages. Failure to identify responsible
individuals will result in an equal assessment to all students associated with the common area.
C. Furniture Removal
Furniture must be left in the rooms or lounges to which it has been assigned. Students who move furniture
from assigned areas will be billed for the return of the furniture to its assigned area. Where furniture has
been moved into a room or suite, all residents of the area will be equally billed for its removal.
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D. Alterations
The student shall make no alterations to their bedroom, shared living space or building in which they
reside. This includes but is not limited to: altering living space for recreational purposes, painting, and
removal/disconnection/installation of fixtures, furniture, equipment, or appliances (where applicable)
situated therein without the express written consent of the University.
University Apartments
On Empire Commons and Liberty Terrace, it is imperative that students not disconnect and/or rearrange the
furniture in their bedroom. Students who violate this policy will be billed accordingly.
E. Lost Keys
If a student loses a key issued by the DRL, it may only be replaced by reporting the loss to the DRL. In
such cases, the student will be billed for the cost of re-keying the door. Keys returned by students at check
out which are not the same keys issued by the DRL will also necessitate the re-keying of the door with
assessment of charges to the student responsible. All keys remain the property of the University.
Duplication is strictly prohibited.
**Students found with duplicated keys will incur the cost of a lock change and may be judicially
referred.
XI. MAINTENANCE & CONDITION OF FACILITY
All residents have a responsibility to help in maintaining the cleanliness of their living environment and will be
expected to clean up after themselves in suites and rooms as well as in lounges and other public areas.
Regular maintenance and/or painting by University personnel and/or contractors may be scheduled in rooms,
suites, and common areas while facilities are occupied. When possible, advance notice will be given.
A. Inspections
The University reserves the right to inspect rooms for health, safety, security, and maintenance
purposes. In all cases where the health, safety, or welfare of a person may be in danger or in cases where
University property or services are jeopardized, the Department of Residential Life staff may enter a suite
or room immediately and without notice. Announced safety inspections will occur once each semester,
procedures for which will be communicated in advance. In addition, the University reserves the right to
search with consent; search incidental to arrest; and to search by warrant.
The Office of Fire Prevention and Control will be conducting fire safety inspections throughout the
academic year. Any violations cited must be remedied immediately. Residential Life Staff will ensure
compliance. Failure to comply will result in judicial action and/or restitution.
B. Repair work
Repair work in student rooms/suites may be scheduled to occur during recesses. Advance notice will be
given to residents, except in the case of emergency repairs.
C. Room & Suite Painting
Rooms and suites are painted on a regularly scheduled basis. Where room conditions warrant, students
may request a work order for painting through the DRL. Students are prohibited from painting rooms and/
or suites.
XII. PERSONAL PROPERTY LOSSES & CLAIMS
The University is not responsible for loss of or damage to personal property of residents. Personal
property insurance may be available through your family’s homeowners insurance, or through the
individual purchase of renter’s insurance through the personal property protection program
http://www.haylor.com/college-students/personal-property . Information is available at the DRL.
Student occupants are urged to provide for the security of their belongings by locking their rooms
and by carrying personal property insurance. Mail Services is not responsible for any unclaimed
property or packages.
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XIII. PAYMENTS
A. Fall Semester Room Deposits
In order for continuing students to be eligible for a refund of the Housing Deposit, cancellation of the room
request must be made in writing and received in the Department of Residential Life by Friday April 28,
2017. In order for students to be eligible for a refund of the Housing Deposit, cancellation of the room
request must be made in writing and received by the DRL within 30 days of the receipt of payment of the
Deposit but not later than Friday April 28, 2017. If the cancellation of the room request if received after
Friday April 28, 2017 (for continuing students) or after Tuesday August 1, 2017 (for new students), but
before Thursday August 25, 2016, students will not be charged per week for the room, but the $125
housing deposit will be forfeited.
B. Spring Semester Room Deposits
To secure a room assignment for Spring 2018 semester, new students as well as off-campus students
requesting to move on campus, must pay the Housing Deposit fee of $125.00. In order to be eligible for a
refund of the Housing Deposit, cancellation of the room request must be made in writing and received in
the DRL within 30 days of the receipt of the payment of the Deposit but not later than Saturday January
20, 2018.
C. Room & Board Billing
Charges are billed by the Office of Student Accounts and are due and payable prior to occupancy.
Students are expected to pay in full or provide evidence of financial assistance to Student Accounts by the
payment deadline. Students who do not satisfy their financial obligations for room and board charges are
subject to removal from residence halls, apartment complexes, and/or revocation of their meal plan
privileges.
XIV. REFUNDS & BILLING ADJUSTMENTS
Occupancy of University Residence Halls & Apartments is defined as acceptance of keys and/or moving
into the room. For residents continuing from fall to spring semesters, occupancy is defined as failure to
obtain approval for release via the License Release Request and/or failure to remove all possessions from
the room and return all keys prior to Spring semester opening day, Saturday January 20, 2018.
Adjustments for room and board charges are based on the date personal effects are removed from the hall
and keys have been returned to The Department of Residential Life. Please note releases from Empire
Commons are subject to a $400 license termination fee. Adjustments of room and board charges are
granted in accordance with the following:
A. Room
After a student has occupied a room, no adjustment is available for the balance of that semester, unless
the student officially withdraws from the University due to CIRCUMSTANCES BEYOND THEIR CONTROL
or unless a written request for release from the Residence License due to CIRCUMSTANCES BEYOND
THEIR CONTROL is approved by the DRL. Written third party documentation must be submitted to
substantiate reasons beyond a student’s control. In approved cases, room charge adjustments are prorated
on a weekly basis. If a student withdraws from housing after week 8, charges for housing for the
remainder of the term will not be refunded.
B. Meal Plan
After a student has occupied a room, no adjustment is available for the balance of that semester, unless
the student officially withdraws from the University due to CIRCUMSTANCES BEYOND THEIR CONTROL
or unless a written request for release from the Residence License due to CIRCUMSTANCES BEYOND
THEIR CONTROL is approved by the DRL. Written third party documentation must be submitted to
substantiate reasons beyond a student’s control. In approved cases, meal plan charge adjustments are
prorated on a weekly basis. If a student withdraws from housing after week 8, charges for meal plans
for the remainder of the term will not be refunded.
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A meal plan refund will not be granted if a student is released from the University due to disciplinary action
or suspension regardless of the number of weeks into the semester.
Meal plans are subject to New York State tax laws, and therefore refunds may only be granted per the
criteria detailed herein, and only through the first eight (8) weeks of the semester in which the plan was
purchased.
1. The meal plan refund calculation is based on a weekly proration, regardless of plan usage,
effective the first day meal plans officially begin for the semester. Meal plan refunds are processed
automatically to a student’s account after their release from the Residence License has been
confirmed by the DRL.Full Refund
You may receive a full refund of your meal plan charges only if you fail to occupy your room at the
beginning of the semester as described above in this Residence License.
2. Partial (Pro-Rated) Refund
A. Regular Meal Plan Refund
a. Traditional Residence Hall Students
Students residing in a traditional residence hall will receive a meal plan refund when they
are officially released from their Residence Hall License AND officially checked out of their
room, through the eighth week of the semester. The meal plan refund calculation is based
on the week in which the Department of Residential Life approves a student’s housing
release application AND the student is officially checked out of his/her room, or the last
week a student used his/her meal plan; whichever week is later. Please note that if a
student is officially leaving the University, he/she must first completed a withdrawal form
from the Office of Withdrawal and Readmission before he/she fills out the housing release
application.
When a student officially withdraws from the University, his/her meal plan (including meals
and any associated tax-free funds) will be removed from his/her ID Card ID Card
automatically and forfeited.
A student released from a traditional residence hall after the eighth week of the semester
does not qualify for a meal plan refund from housing due to special circumstances (see
below).
If a student receives approval from the DRL to move from traditional housing to either a
University Apartment or commuter arrangement during the first eight weeks of the
semester, their meal plan will be automatically terminated upon change in housing status
and refunded on the prorated basis described above unless the student has notified the ID
Card Office the ID Card Office in person that he/she wishes to retain their meal plan..
b. University Apartment Students
Students residing in a University Apartment are not eligible for a meal plan refund unless
they are officially withdrawn from the University AND officially released from their residence
license AND officially checked out of their apartment. are not eligible for a meal plan
refund unless officially withdrawn from theThe meal plan refund is based on the week in
which the Department of Residential Life approves a student’s housing release application
AND he/she is officially checked out of his/her apartment or the last week a student used
his/her meal plan; whichever week is later. Please note that if a student is officially leaving
the University, he/she must first completed a withdrawal form from the Office of Withdrawal
and Readmission before he/she fills out the housing release application.
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When a student officially withdraws from the University, his/her meal plan (including meals
and any associated tax-free funds) will be removed from his/her ID Card ID Card
automatically and forfeited.
A student released from a University Apartment after the eighth week of the semester does
not qualify for a meal plan refund unless the student is officially released from housing due
to special circumstances (see below)
B. Officially Released from Housing for Special Circumstances
A student that is officially released from housing under special circumstances could receive
a meal plan refund after 8 weeks. For more information, see section XV below and go
online to https://ualbanydining.com/dining-plans/refund-policy.html.
C. Change In Occupancy
In the Residence Halls, students assigned to increased occupancy (one person more than design capacity
for a room) are initially billed at the standard double rate. Adjustments to bills for increased occupancy will
occur mid semester. If there is a change in occupancy, which affects the room rate, i.e., increased
occupancy rate to normal occupancy rate or normal occupancy rate to increased occupancy rate, changes
in room rates, become effective the following week. When campus-wide occupancy permits all students to
be placed in normal occupancy (i.e., below 100% campus-wide), all students will be charged at the normal
occupancy rate, even if students have elected to remain in increased occupancy.
D. Academic Dismissals
Students that have been academically dismissed must follow these procedures:
1. Fall Dismissal
A student dismissed following the Fall semester must notify the DRL immediately following
receipt of the official letter of academic dismissal. The student must make arrangements
with the DRL to formally check out of their Fall room assignment PRIOR to Spring
semester opening day, Saturday, January 20, 2018. Checking out on or after this date
will result in room charges. Students appealing the academic dismissal must notify the
DRL or will lose their Spring housing assignment.
2. Spring Dismissal
A student dismissed following the spring semester must notify the DRL in writing within 30
days of receipt of the official letter of academic dismissal, in order to qualify for a refund of
deposit for the Fall semester. Students appealing the academic dismissal must notify the
DRL of their intent or they will lose their fall assignment.
E. Judicial Referrals/Actions
A student, either dismissed or suspended from the University, or administratively removed for disciplinary
reasons by the Vice President for Student Affairs, Office of Community Standards, or Department of
Residential Life are subject to financial penalties for prematurely breaking this License, and will be required
to pay such penalties at the time of their removal from University Residence Halls and Apartments.
XV. RELEASE FROM RESIDENCE LICENSE FOR ROOM & BOARD
License Release Requests submitted on or after the first day that University Residence Halls and
Apartments open for the semester will be considered by the DRL. Specific guidelines for securing approval
of a License Release Request are applied. These guidelines include documented withdrawal from the
University, changes in financial situation, marital status and medical conditions, all of which must be
BEYOND THE CONTROL OF THE STUDENT with proper documentation. When a student is officially
released from the Residence Hall License, s/he must vacate the room within 24 hours and complete
checkout procedures outlined in Section VI of this license. A student will be charged for room until check
out is completed. If s/he has an active meal plan, the refund for the meal plan will be pro-rated as indicated
in Section XIV.
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Failure to check into University Residence Halls and Apartments, reside in the assigned room,
accept a meal card, eat meals, or pay room and board charges does not release a student from the
obligations of this License. Except for those students released from the License or officially
withdrawn from the University, students who fail to move into their assigned room will be billed
one-semester room charge, and for their meal plan where applicable in relation to their housing
assignment.
Students who have occupied a room and then move out without being officially released from this
License will be billed a full semester charge, effective the date of the unauthorized release.
A. Renewal
This agreement does not automatically renew upon expiration on the term designated. The University may
accept or deny any such renewal request at its sole discretion.
THESE TERMS AND CONDITIONS ARE A BINDING AGREEMENT
Department of Residential Life
State Quadrangle U-Lounge
1400 Washington Avenue
Albany, NY 12222-0001
PHONE: (518) 442-5875 FAX (518) 442-5835
University Apartments
Empire Commons Community Building
Albany, NY 12222-0001
PHONE: (518) 956-6250 FAX (518) 956-6251
www.albany.edu/housing
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